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Purpose

The purpose of this quick reference guide is to step through the process of setting up an Assignment record. The intended audience for this document is System Administrators / Standard Users. This record type of Assignment holds the general information, role details, Employee details, Payee Details, and Approver details for an Employee’s placement.

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Steps

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Create a new Assignment record - Employee

Create an Assignment record by following the below steps:
  1. Go to the Assignments tab (see Figure 1).
  2. Click the New button.
Screenshot from QRG Create an Assignment - Employee
  1. Select the Employee record type from the picklist options (see Figure 2).
  2. Click the Next button.
Screenshot from QRG Create an Assignment - Employee
  1. Populate the following required fields to provide base details of the Assignment (see Figure 3):
    1. Assignment Name
    2. Assignment Start Date
    3. Employee
    4. Payee (must relate to the Employee record)
    5. Client
    6. Payment Entity
    7. Pay Schedule (must match with Payee)
    8. Leave Approver
  2. Populate the following optional fields as needed (see Figure 3):
    1. To set an end date for the Assignment record, populate the Assignment End Date field. If left blank, no Assignment End Date will apply
    2. To calculate Public Holidays when an Assignment has an associated Assignment Schedule record, populate the optional field Public Holiday Calendar . Please note that this field should only be added to the Page Layout if you would like the Public Holiday Calendar to default on the related Assignment Schedules from this field.
    3. To allow the Leave Approver notifications to be sent to an alternative contact, populate the Alternative Leave Approver field. If left blank, no Alternative Leave Approver will be allocated.
    4. To prevent the Status of the Assignment record from being automatically updated by the Automatic Status Update Scheduled Job, tick the Exclude From Auto Update checkbox.
Screenshot from QRG Create an Assignment - Employee
The Status of the Assignment record will be automatically updated upon saving the record, based on the Start Date and End Date.
The field Assignment Incomplete Reasons automatically appears on the Page Layout and gets populated after the record is saved.
  1. Click on the Save button.
  2. A new Employee Assignment record has been created (see Figure 4).
Screenshot from QRG Create an Assignment - Employee
Assignment records CANNOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
If the Assignment has an associated Assignment Schedule record, the User can populate the Public Holiday Calendar directly on the Assignment Schedule record, or if they do so on the Assignment, it will default on the Assignment Schedule.
  1. To modify an existing Assignment record, open the required record and select the Edit button available on the top right side of the page. You can also double-click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
  2. When complete, click on the Save button.

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Field Descriptions

Alternative Leave Approver is an appointed alternative contact who will receive notifications and can approve leave applications. Assignment Incomplete Reasons is an automated field that appears on the Page Layout after a record is saved, and gets populated accordingly. Assignment Name is the name of the role of this Assignment. Assignment Start Date is the start date of the Assignment. Assignment End Date is the end date of the Assignment. Client is the Client/Account record related to the Assignment. This record cannot be a Payment Entity or Invoice Entity. Employee is the Employee for this Assignment. Leave Approver is an appointed contact who will receive notifications and can approve Leave. Payment Entity is the related Payment Entity record. Pay Schedule defines the pay frequency for Pay Batches. Payee is the related Payee for the Assignment, which must be the same as the selected Employee. Public Holiday Calendar defines the Public Holiday Calendar that will be used in the processing of the Pay Batch to define specific days for Public Holidays. Status is the current status of the Assignment based on the Effective Date and Expiry Date.

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Further Information